Chapter 4

DISCUSSION OF FINDINGS

Existing Processes Involving Human Resource Information for

British College International School
Business process is an essential activity for business prosperity. A
business process is set of related tasks or activities performed to produce
or service, it applies to all walks of business.
The human resource personnel prepares manpower inventory by
checking the current number of employees employed against the required
number of employees for the branch operation. Should there be a
discrepancy between what is required against the current employed,
based on the result, personnel action plan is prepared by the human
resource manager. Two processes are imposed for personnel action plan
depending on the outcome of the inventory; it could either be
streamlining or recruitment whenever deemed necessary based on the
company policy.
Hereunder is the figure of flowchart corresponding to the process
of recruitment in British College International.

Recruitment Process for British College International

For the recruitment to take place, initially all pertinent documents
related thereto including job description as well qualification and salary
matrix are carefully planned in congruence with the post being hired.
Once done, the document is submitted to the director for the employee
requisition approval. Heretofore, the human resource personnel take the
subsequent step known as the manpower pooling. This is done through
several approaches such as coordination with the local labor and
employment department, radio and television job placement, job posting
through school job fair.
Succeedingly, after pooling applicants, the human resource
personnel will start to sort the applicant based on their qualifications
using pertinent credentials such as transcript of records, diploma and
resume. All applicants whose qualified based on the requirement will be
notified through email and text messages informing them that they are
shortlisted. After careful review of the qualifications of applicants, the
human resource personnel will schedule for an interview to assess the

applicant. All applicants who will pass the interview will be asked to take
the assessment.
Applicant assessment is based on four scale dimensions of hiring
which is done in an orderly manner the intellectual, psychological,
personality and physical test. Intellectual assessment is done through
intelligence quotient test. For psychological assessment, stress test is
given to determine the emotional soundness of an applicant. On the
other hand, personality test is rendered to determine if the applicant is
deemed for the position being applied for. Interview comes next after the
three enduring test to get the best qualified applicant. For physical
assessment, the applicant will be advised to submit medical certificate
stating that the applicant is physically fit to work.
Assessment Process for British College International
Company assessment is based on the employee assessment policy
matrix of British College International. Initially, all qualified applicants
are requested to undergo initial assessment through intelligence quotient
test. Based on the company policy, to qualify for the next assessment
level, only three of the total applicants will be considered to undergo
psychological test to determine the emotional stability of the applicant
and how well these applicant respond to job related stress. Employee

with the highest index score will be given priority. Prior to the next
assessment level the applicants will be background checked by the
human

resource

personnel

in

order

to

predetermine

that

the

qualifications as well as the submitted requirements of the applicants are

authentic and valid. Applicants with any false claims shall be eliminated
to proceed to the next round. Should all applicants passes the
background check, out of the three candidates, one will be eliminated
while the remaining two will proceed to the next level which is the
personality test.

The two applicants will undergo the standardized

personality test to establish whether the applicant is deemed fit

personally to the position being hired for. Should the two applicants
passes the

personality test administered, the two remaining applicants

will precede to the final interview with corporate executives of the

company. The final decision as whom to hire lies on the discrepancy and
the result of the interview as well as the personality test of the applicant.
Placement Process of the British College International
Upon the result of the assessment, the most qualified candidate
will be hired for placement. The newly hired employee will be asked to fill
employee data sheet including contracts. This form contains relevant
information about the newly hired employee, it contains the personal

data,

employment

history,

academic

qualifications,

academic

achievements, seminars and trainings attended, professional licensure

examination passed and organizational and professional affiliations. To
support the forms being filled up, the newly hired employee will be asked
to submit authenticated documents to be included in the filing folder.
These includes, authenticated photocopy of official transcript of records,
diploma, certificates of seminars and trainings, certificate of employment,
Social Security System E-258, Philhealth, Home

Development Mutual

Fund. These documents are filed under one folder and shall be referred
to as employee file 201.
Employee Leave Filing Process
Company orientation for newly hired employees proceeds after
placement. One of the most notable company policies being oriented for
the employees is the entitlement for statutory non fringe benefits mainly
that of leaves. British College International has five types of leaves
explicitly

sick,

emergency,

paternity,

maternity,

vacation

and

bereavement leave. Each leave has distinct policy means for filing.
Each employee will have a corresponding number of leaves as per
government mandate based on the Department of Labor provisions.
Employees are given 10 days sick leave, 7 days emergency leaves, 15 days

paternity leave, 30 days maternity leave, 7 days vacation leave, 3 days

bereavement leave. Based on the company policy an employee can not
avail two leaves in any form consecutively. In filing a leave, the employee
should indicate the number of days to avail during leave application. All
leaves filed beyond the said number of availability will be charged
accordingly to the payroll of the employee.
All leaves are filed by acquiring leave form at the human resource
personnel office. The form is required to be filled out properly before
submitting it to the human resource department for processing.
Depending on the kind of leave being applied for, some leaves require
prior application while some leaves require later application. Paternity,
maternity, bereavement and vacation leave filing is done ahead of time.
The required attachment for maternity leave is the medical certificate
attesting for childbirth, birth certificate for paternity leaves and letter of
intent for vacation leave. Sick leave on the other hand is filed after the
employee reports back to school, which is then attached with medical
certificate as a proof of sickness.
Upon completion of the requirement, the documents along with the
filled up form will be submitted to the human resource department. The
human resource department in turn will secure for the approval of the

company director, by asking the director to sign the submitted document.

Once approved, the filed leaves will now be computed for payment as a
regular employee rate.
All leaves filed from the academic department specifically faculty
will be submitted to the Dean for endorsement to the School Director.
Report Generation for Manpower Inventory and Leave Credit
Management
Human resources primarily deal with recruitment, assessment,
placement and employee benefits. In order to accomplish such task, it is
necessary to have data about manpower available within the organization
so that, it will enable timely and quickly replacement as a part of
manpower planning. Further, aside from manpower inventory it is also
mandatory for human resource department to monitor paid time off of
employees, as this has significant impact on a companys financial
resources. British College International has shown that company spends
around 14.6 of payroll on absence-related benefits.
Given the financial resources committed to time off programs and
the paper intensive processes that surround company policies, its but a
necessary for the British College International management to evaluate

employee leaves. The purpose of which is to ascertain that the company

is not wasting time and money.
At British College International every payroll the human resources
prepares

two

significant

reports

to

the

operations

management

department and the financial department. These report includes,

manpower inventory and employee leave reports.

In order to facilitate

generation of report with respect to manpower inventory, the human

resources personnel tally the currently employed personnel using F-201
files and compared with that of the required corporate positions. The
report done is presented in numeric data and shall serve as the basis of
the management to decide if the company requires additional employees
or would even require lay off.
Another report submitted by the human resources is the employee
monitoring leave report, this is done to monitor for tardiness and payroll
of employees. The human resources personnel compares all employees
filed leaves and check the validity of the filed report by monitoring
pertinent attached document to the respective leave filed. For sick leave
monitoring, medical certificate should be attached, for maternity and
paternity leave, birth certificate should be attached.

Once the filed

leaves of the employee is valid, the amount of leave consumed will be

deducted from the number of statutory and company leave benefits. The
report is presented in tabular format for the management to review.
Employee Termination and Resignation Process
In a corporate world employee termination, resignation and
retirement is inevitable. There will always be instances where employee is
head strong and tend to deviate and resist to company, some due to
many unforeseen circumstance employee tend to resign in search for a
better employment opportunity and high end company benefits. Some
employees upon reaching certain age would eventually file for a
retirement process and claims for corporate pension benefits.
At British College International, employee termination is done by
carefully reviewing the employee attitude towards work, should there be
any violations, employees will be reprimanded verbally based on the
existing corporate policy of the company. Second warning is done
through issuance of memorandum of notice to explain to the employee,
this is done so the involved employee could justify his misbehavior. At
third offense, the employee will be suspended for work at certain time
period and at fourth offense of repetitive misbehavior, the employee will
be issued with a termination letter justified by the employee violations to

prevent future labor case. The letter of termination will be attached to the
employee F 201 file for future references.
Employee resignation on the other hand is accomplished with a
letter of resignation coming from the employee stating as to when the
resignation will take effect. Upon submission of the resignation letter, the
employee is asked to fill up and process its clearance form and shall be
given 30 days to complete the process, this is done to ascertain that the
employee will properly turn over all employment related documents to the
company. After doing so, employee last pay and separation fee will be
computed by the human resource department and will be forwarded to
the accounting department for release. The resignation letter will be filed
under the F201 of the employee record for future references.
Employee
Functional and Non Functional Requirement of the Developed
Online Human Resource Information System for British College
International School
In

order

to

developed

an

effective

and

efficient

employee

management records, functional requirement were solicited from the

stakeholders which will serve as the basis for the development of the
system.

Functional

Requirements.

According

to

Wysocki

(2010),

functional requirements are the things that need to be solicited for

consideration in the development of a system. The requirement are
elicited using data gathering tools such as the interview from the
stakeholders, on sight observation of the developer into the company
environment so as to identify the responsible department and their
respective

responsibilities.

Identification

of

the

relevant

system

specification is done with the careful analysis of the existing process of

the company.
Hereunder presents the elicited functional requirement for the
developed system, table xxx
Table xxx
Functional Requirements
Stakeholders
Human Resource
Officer

Functional Requirements
Provide an interface to manage user
accounts, approve employee membership
request and manage events and announc
ement.
Provide an interface to manage employee
records
Provide an interface to manage posted jobs
Provide an interface to manage applicants
account and configure applicants
application
Provide facility to search registered employee
records and generate reports.

Director

Employee

Applicants

Provide facility to manage profile

Provide facility to search registered applicant
Provide facility for online submission of
Leave of Absences
Provide an interface for uploading profile and
downloading employee records
Provide facility to manage profile
Provide facility for online submission of
Leave of Absences
Provide an interface for uploading profile and
downloading employee records reports.
Provide an interface to manage user account
Provide facility to manage uploaded resume
Provide facility for online submission of
application
Provide an interface to view jobs offered
news and announcements

The table shows the functional requirements considered necessary

for the human resource personnel, directors, employees and applicants.
Hereunder is the business rules carefully observed in the
development of the project.
The human resources personnel shall have full authority over the
system. As such, the human resource personnel shall have the
responsibility in providing users account access to the intended users,
posting of jobs, announcement publications, and viewing as well as
downloading of applicants credential. Further, the human resource

personnel shall be responsible in managing employee records as well as

leave management.
The Director on the other hand, shall only have the full authority
to view employee records and the responsibility to approve, defer or reject
employee leaves. In addition, the director will also have the privilege to
manage and update his own account by uploading recent pictures,
uploading pertinent documents such as certificates of training and
seminar workshop and the like.
The employee shall have the authority to manage and update his
own personal record by uploading recent photos, uploading of pertinent
required documents and leave filing.
The applicant will have the capability to view job posting, apply
online, and submit pertinent credentials.
All registered users of the system will the capability to view news
announcement and view events and other available information for non
registered users.
Non

Functional

Requirements

of

Online

Human

Resource

Information for British College International

One of the most important attribute of a well developed system
other than functional requirement is the non functional requirement.

These non functional requirements are just as critical as that of the

functional requirement. Non Functional requirements specify the ways in
which a system implicitly behaves.
Table XXX
Non Functional Requirements bla blah
Non- Functional
Requirements
Availability

Security

Accuracy

Reliability

Maintainability

Description
The system should be always available to
serve employees on and off campus.
It should deliver the services needed whenever
it is needed.
This will increase the functional efficiency of
an institution and improves timely decisionmaking processes.
Since the employee information held by the
HR department is subject to confidentiality,
only authorized people can gain access to the
system.
This should be incorporated in the system to
ensure the privacy of employees.
To preserve data integrity, the HR department
should maintain accurate records.
This is very significant with regards to the
evaluation
system
for
measuring
the
performance of employees.
This is the ability of the system to perform its
functions as expected.
This is the ease of performing maintenance on
the system.
The system should be able to recover from
unexpected errors such as power interruption.

Acceptability of the Developed System

Upon completion of the system, the developer conducted a test to
determine the satisfactory of the system. The stakeholders of the system
such as the human resource personnel, director, employees, and a
provisional applicant were asked to use the fully developed system. . In
order to prove that the developed system is esteemed and accepted by the
stakeholders, an acceptability test was conducted.
Ayrmer (2010), states that User Acceptance Testing (UAT) is a very
essential for the successful implementation of any bespoke system. User
Acceptance Testing (UAT) is the procedure of testing the functionality of a
bespoke system once the development phase has been completed. The
ideal world to test the platform is to recreate a real life situation,
including data that allows the user to test the user interface and
functionality of the system.
The developer made used of the standardized Website Analysis and
Measurement Inventory test in accomplishing the acceptability of the
system. The themes imposed in the Website Analysis and Measurement
Inventory (WAMMI) are based on a data using a statistical methods
known as latent variable analysis, and has scientifically proven and a

has a reliability data rating of between 0.90 and 0.93 <references for
proof of acceptability of the human resource information system>
In order to test the acceptability of the system, a readymade
WAMMI structured questionnaire were used to the intended users such
as the human resource personnel, director, employee, and provisional
applicant.
The succeeding table below shows the feedback of the identified
users in terms of: Learnability, the speed at which users become familiar
with a website. Remeberability, refers to the ease at which the users
remember how to use a website when they return to it. Efficiency of use,
which refers to the websites features which are easy to find and quick to
load up. Reliability in use, which refers to the website being available and
complete. User satisfaction, which refers to the degree to which users feel
comfortable using the website.
To give relevant meaning to the organized numerical data, a Likert
Rating Scale of one to five will be used. The Likert Rating has a value of
5 for strongly agree, 4 for agree, 3 for neutral, 2 for disagree which means
that the respondents are somewhat not favor with the concept and 1 for
strongly disagree, which means that the respondents strongly does not
favor the concept.
Table 4.1: System Evaluation According to Learnability

Learnability

Mean

Description

1. This website needs more introductory

explanations.
2. Learning to find my way around this website
is problem
3. Using this website for the first time is easy
4. Remembering where I am on this website is
difficult.
Weighted Mean
Table

4.1

presents

the

system

evaluation

criteria

for

the

learnability of the system.

Table 4.2 System Evaluation According to Efficiency of Use
Efficiency of Use
1. It is difficult to move around this website
2. I can quickly find what I want on this
website
3. This website seems logical to me
4. This website helps me find what I am looking
for
5. The website is too slow
6. I can easily contact the people I want on this
website
7. I feel efficient when Im using this website
8. It is difficult to tell if this website has what I
want
9. Using this website for the first time is easy
10. Using this website is waste of time

Mean

Description

Weighted Mean
Table 4.2 showed the system evaluation criteria for the efficiency of
use.
Table 4.3: System Evaluation According to User Satisfaction
User Satisfaction

Mean

Descriptio
n

1. The website has much that is of interest to

me
2. The page on this website are very attractive
3. I feel in control when Im using this website
4. I dont like using this website
5. I can easily contact the people I want to on
this website
6. It is difficult to tell if this website has what I
want
7. This website has some annoying features
8. Using this website is a waste of time
9. I get what I expect when I click on things on
this website
10.Everything on
understand

this

website

is

easy

to

Weighted Mean
Table 4.3 presents the criteria for the evaluation of the system
based on user satisfaction.
Table 4.4 System Evaluation According to the Reliability of Use

Reliability

Mean

Descriptio
n

1. This website is too slow

2. I get what I expect when I click on this
website.
Weighted Mean
Table 4.4 presents the criteria for the evaluation of the system
based on the reliability of the system.
Table 4.5: System Evaluation According to the Rememberability
Rememberability

Mean

Descriptio
n

1. Remembering where I am on this website is

difficult
.

Weighted Mean
Table 4.5 presents the criterion for the evaluation of the system
based on remeberability.

Table 4.6: General Weighted Mean for Acceptability of the System

Description
1. Learnability
2. Efficiency of Use
3. User Satisfaction
4. Reliability

Mean

Description

5. Rememberability
Weaighted Mean

Table 4.6 presents the general weighted mean for acceptability of

the learning management system.